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July 23 BG &T MinutesBeverly Golf and Tennis Meeting Minutes Date: July 23, 2019 Location: Beverly Golf and Tennis Clubhouse, Fireplace Room Members Present: Chair William Lowd, Vice -Chair Martin Lawler, Andy Cooper,Chad Crandell, Kevin Ascolillo Members Absent: Arthue Athanas Others Present: GFMI Staff— Steve Murphy, Chris Carter, Dan Anastas, Dave Gellineau, City of Beverly, Rob Dever Opening Remarks: Motion to approve the minutes of June 24, 2019, carries (5 -0). Financial Update Report: Reviewed balance of bills to be paid and those having a PO to cover amount due. Beverly Finance Director asking to only perform required tasks until next management contract completed and in place moving forward. Discussed GFMI expanded on work for remaining financials. GFMI would like to clean up chips at #2, smooth out and do sod but does not have the equipment. Needs an additional $800 for the sod. Would need $5,300 to rent equipment and do the cart path work; if they completed #2 early, then would go to #16, grade it up and seed. It was recommended for budget purpose to take a vote to spend up to the $5,300 as proposed by GFMI for hole #2. Martin Lawler: Motion to spend approximately $5,300as proposed by GFMI for hole #2, not to exceed the remaining balance in the enterprise accounts, Andy Cooper seconded. The motion carries (5 -0). RFP Management Contract: Bill has asked Arthur and Andy to start to work on the RFP. Items need to be included are 1) inventory, 2) schedules and events and 3) fees. GFMI offered to help provide lists and information for the RFP; thinks the rounds and revenue reports are important that could be included. RFP anticipated to be out for bid by September time frame. OPM RFP RFP is in, recommendation was made by the committee to the Mayor; next step is selection, then the selectee will help draft the RFP for the Architect. A lot of the Architect draft will be based on what we wrote for the OPM RFP. Golf Course Review: The tree project was completed and to the budget. Andy reviewed meeting that Bill and himself met with John Dionne at Cummings on the shoe ponds and how they operate. John gave explanation on how Cummings manages the ponds. John advised it is difficult to lower the pond, and basically don't want to lower it in the summer, as they and others (including the course) use the water. Also advised that all North Beverly water goes to the culverts and ends up in the lower shoe pond. Other Commission Proiects: The veranda work has not been completed to date; 3 -4 days are needed without rain. Talked about two joints on the roof needing to be fixed; the vendor selected still thinks he can do this work and will do with the veranda painting. The veranda will get 3 coats and should last several years. GFMI: Tennis Report submitted and reviewed. Agreement to include the Tennis Court re- surfacing as pert of the BG &T Budget moving forward Design for replacing water pipes on the tennis courts is with Dave Gellineau. Next step is to get quotes from the vendor to do the work. Adjournment: Motion to adjourn the meeting, carries (5 -0).